Document Delivery Subcommittee Minutes

KCVL Document Delivery Committee Meeting
Minutes- May 26, 2000

Present: Miko Pattie, Jackie Kinder, Linda Sherrow, Barbara Hale, Carolyn Tassie, Nancy Mollette, Jerry Porter (Lanter), Kevin Westervelt (Lanter), Sherry Titchenal (Lanter), Ed Sergent, Milton Skeen

The committee met with Lanter today to sign the courier service contract and discuss what happens next and who is responsible for what. Contract negotiations were successful in including all the public libraries. Altogether 171 sites will be included in this contract. Delivery service will range from daily (5 days/week) to 2 days/week depending on the type of library. The private, independent colleges are still considering their level of participation. Both private and special libraries may contract for the service at the state contract price later.

July 3 is the target date for a dry run by Lanter to all participating sites to deliver bags and supplies. Actual service will begin on July 5. These dates depend on the delivery of bags by Rifken, the bag supplier. If the bags are late, then we will delay. It was agreed that we should begin on a Monday so it is possible that it would be July 10 for the dry run, depending on the bags. Lanter needs the bags by June 28 to fill them with supplies.

Lanter will take a box for bigger items as long as it has a bar code and shipping manifest. Items do not need to be weighed. Libraries should be sure to include a copy of the transaction inside each item following standard interlibrary loan procedure.

The Document Delivery Subcommittee will meet again on Thursday, June 1 to decide-

How many bags does each library need?

Design a monthly statistics form and discuss how we are going to gather usage data.

Review MOBIUS procedures for adaptation to KCVL needs.

RESPONSIBILITIES-

KCVL's Responsibilities-

Pay bill quarterly (Norma will take care of this)

The bill will be paid ahead of time. If there are delivery problems, a credit will be given the next quarter.

The KCVL office will be the central point of resolution. If there are problems, libraries should contact KCVL for resolution. KCVL will contact Lanter.

KCVL will also be the central location for supplies. If libraries run out of supplies, they should contact the KCVL office.

Send email message to KCVL-Document Delivery to inform them about contract and inclusion of public libraries and profile sheets.

Contacts for profile questions/information are- Barb Hale for SAALCK, Carolyn Tassie for AIKCU, Nancy Mollette for KCTCS, Miko Pattie for specials that might be interested in contracting, Linda Sherrow for public. Jackie Kinder is the contact person at KCVL for document delivery/Ariel questions, information, problems, etc. and can also be contacted.

After the email message is posted, KDLA will follow up with a letter to all the public libraries to reinforce the email message.

Collect profile sheets and maps from all participating libraries by June 14 and give to Jerry Porter of Lanter by June 23 so that he can develop the delivery schedule.

Design profile form and post on the web.

Design procedures sheet and post on the web. Print copies of this to be included in the initial delivery of bags.

Design problem report form and post on the web.

Design labels database and post on the web.

Post delivery schedule on the web when received from Lanter.

Order signs to be posted in libraries that say "KCVL Pickup Here". These signs should be bright and easily identifiable. Ideally, they will match the courier bags.

Order KCVL labels for use on boxes/bigger items that won't fit in the bags.

As profile sheets are received, a welcome letter and copy of service level agreement will be sent to the participants.

Libraries' Responsibilities-

Report delivery problems to KCVL.

Report monthly statistics to KCVL.

Follow the Courier Service Procedures.

Follow the Service Level Agreement.

Contact KCVL when supplies are needed.

Lanter's Responsibilities-

Collect bags from KCVL.

Design delivery schedule and give to KCVL to post on the web.

Put barcodes on bags.